When planning for an event or program, students and student organizations are expected to meet all associated deadlines. Failure to meet these deadlines can result in cancellation of the event. We encourage you to review the Student Organization Handbook in addition to the below.
All recognized student organizations anticipating using funding from SGA Ways & Means, must meet the deadlines as outlined in the W&M Funding Guidelines.
Campus Space Reservation
Needed space(s) should be booked well in advance of the proposed event.
- To request a particular space on campus, submit your request via the Campus Space Request Form. Allow a minimum of 2 business days for Event Services to reply with your tentative reservation number.
- To request the use of a residence hall common space, submit your request via the Common Space Reservation Request Form. Ensure that you have reviewed the Common Space policies.
- A few spaces on campus are reserved by specific Depts. (eg. Rooke, McCulloch, Kendall). Student Involvement or Event Services can advise you about these.
Register the Event
The Event Registration Form (ERF) must be completed a minimum of 14 days prior to the event, and is required for all student and student organization sponsored events (except simple meetings or personal events in residence hall common spaces). The form is used to request any services needed for the event and you must have the tentative reservation number to complete
Additional deadlines through the Office of Student Involvement may be required depending on the nature of event, such as Event Captain training for parties and production meetings for cultural shows, large scale productions, etc. You will be notified of these once your ERF has been fully processed.